A company has 100 vessels. There is a Standard Operating Procedure (SOP) for maintaining the lifeboats. It is given as a checklist in the Planned Maintenance System(PMS). People on board are expected to read and execute.
But does that mean all the 200 lifeboats are maintained in the same condition or even inspected with the same efficiency? Probably not. One Chief Officer may execute the SOP flawlessly, while another might struggle with unclear instructions, leading to inconsistencies in maintenance and inspections.
Let us take a look at other industries. Apple employs 350,000 workers in their FOXCONN factory in China and manufactures half a million phones every day. Every worker in the assembly line knows exactly what to do so that every phone gets manufactured in a near-perfect condition.
The maritime industry has long relied on human experience to drive operations. Decisions are often made based on an individual’s judgment rather than a structured process. A human-process-blended system—where structured procedures define actions—can bring efficiency, consistency, and safety improvements that the industry desperately needs.
Let’s explore why this transition is crucial and how it can be supported effectively.
The Problem with a People-Based System
In most shipping companies, procedures depend heavily on the judgment and memory of experienced personnel. If a Chief Engineer leaves, their knowledge often leaves with them. Without clear Standard Operating Procedures (SOPs), a new crew member might approach the same task differently, leading to inefficiencies, safety risks, or compliance failures.
In a ship audit, an inspector might ask a junior engineer how they conduct the maintenance of the auxiliary engines. One might follow a well-documented checklist, while another might recall a previous Chief Engineer’s instructions. This inconsistency creates compliance gaps and risks.
There is a heavy reliance on seniors to mentor the juniors, which may not happen because of lack of time, cultural differences, lack of intention, language barriers and so on.
How Technology Can help create a Process-based system
While the right technology can transform maritime operations, it must be backed by real-world expertise. Here’s how technology helps maritime companies move from people-dependent operations to structured, efficient processes:
1. Video-Based SOPs – The Power of Visual Learning
Imagine you’re training a crew on lifeboat maintenance. A written SOP might say:
“Check the release mechanism for any signs of corrosion.”
A junior officer may not fully understand what ‘corrosion’ looks like in real conditions. However, a video SOP demonstrates the process visually— Seeing is understanding.
Case in Point: We implemented video SOPs on several companies since 2020. On one of them, within six months, their PSC deficiencies dropped to half. A third officer could identify a detainable deficiency on one of the ships that saved the ship several days of off-hire.
2. A 24×7 Digital Mentor – Our App Guide2Inspections™
Not every seafarer learns at the same speed. Some need step-by-step guidance, while others pick things up quickly. Having this app on board acts as a 24×7 mentor, much like a super-smart, super-nergetic training superintendent, providing real-time guidance to anyone, anytime, anywhere.
For example, a second officer maintaining the ECDIS for the first time can:
- Watch a step-by-step video.
- Back it up by a self-inspection of the ECDIS and generate a report with evidence pictures.
- Self-improve with real-time feedback from the app.
This ensures competency development beyond traditional onboard training, bridging the gap between learning and action. Technology must not just provide information; it must trigger real-time actions.
Case in Point: Major shipping companies use our app Guide2Inspections which integrates training and actions. It not only shows what to do but also takes the seafarer on a journey of self-inspection. This reduces human errors by 60%, and their vessels are maintained ready for Port State, SIRE 2.0 or Rightship Inspections.
Why the Shift to a Process-Based System is Crucial
Our written procedures have always tried to establish a process, but the subjectivity lies in the interpretations. The process-based approach I am referring to would tend to ensure that every crew member follows and understands the same, minimizing errors and ensuring repeatability.
- Standardization Improves Safety and Compliance: Such a system eliminates ambiguity, reducing the chances of human error. Regulatory compliance becomes easier.
- Structured knowledge transfer: If one crew member leaves, another can seamlessly take over without loss of knowledge.
- Data-Driven Decision Making: The system allows for trend analysis and predictive insights, unlike human intuition, which varies widely. Shipowners and operators can make informed decisions based on structured data.
Challenges in Implementation & Overcoming Resistance
Despite the clear benefits, many companies resist this transition due to habit, cost concerns, and fear of change. Here are some common hidden thoughts.
🔹 “We’ve always done it this way.” is a valid concern for most organizations.
- This increases long-term risk and inefficiencies. Rather, a phased approach—starting with one fleet before scaling—can ease the transition.
🔹 “Technology can’t replace human experience.” The goal is not, and was never to replace experience but to enhance it with structured guidance. We collected the best minds in the industry with real-world expertise to create digital tools and trigger stronger decision-making.
Final Thoughts – The Future is Process-Driven
The maritime industry is slowly waking up to the need for structured, repeatable, and technology-supported processes. Visualizing checklists and instructions is far more powerful as compared to any other approach. Moving to a process-based system is not about taking away autonomy—it’s about ensuring better safety, efficiency, and compliance.
Companies that adopt video-based SOPs, real-time training apps, and integrated action-based learning will stay ahead of regulatory changes, reduce risk, and build a smarter, safer maritime workforce.
As technologies flood our industry, the choice is clear—we must embrace structured processes today to avoid inefficiencies tomorrow.
